Vehicle Maintenance

Fleet Master supports comprehensive maintenance tracking for each vehicle asset. Maintenance actions are logged, managed through distinct stages, and stored in a searchable history log for compliance and audit purposes.

Creating a Maintenance Record

To initiate maintenance for a vehicle:

1. Navigate to the Asset Management>Vehicle>view page.
2. Click "Send to Maintenance".
3. A form appears with the following fields:

Required Fields:

• Type:

  • Regular
  • Repairing
  • Calibration
  • Rebranding

• Start Date

• Reason or Notes

• (Optional) Estimated Cost

Lifecycle Statuses

1. Initialized

• Entry point after creating a maintenance record.
• Vehicle is now locked from allocation.
• Awaiting work initiation.

2. Repairing

• Maintenance work has begun.
• Technicians may upload interim progress notes or files.

3. Repaired

At this stage, the vehicle is functionally ready but pending validation. You must fill in:

• Actual Cost
• Repair Completion Date
• Upload Receipt/Invoice
• Payment Type:
  • Cash
  • Bank Transfer
  • Internal Voucher

4. Completed

• Final confirmation step before vehicle returns to inventory.
• Add:
  • Final notes
  • Final completion date
• Vehicle status changes to Waiting.

5. Waiting

• Vehicle is ready for reallocation.
• From here, asset managers can move the vehicle to:
  • Standby
  • Ready to Assign
  • Transferred
  • Or initiate a new workflow (e.g., write-off or rebranding)

Maintenance Types Explained

Additional Maintenance Records

Each vehicle can have multiple maintenance records created over time. These are listed under:

• "Additional Maintenance" tab in the vehicle profile.
• Useful for recurring issues or parallel servicing (e.g., repaint + calibration).

Cost Management

Under the Repaired phase, cost-related fields must be filled:

• Maintenance Cost
• Receipt Upload (PDF, Image)
• Date of Payment
• Payment Mode
• Optional: Reference Number

Best Practices

• Use "Regular" type for scheduled servicing to reduce unexpected breakdowns.
• Always upload supporting receipts/invoices to keep records audit-compliant.
• Use maintenance history to identify frequent repair patterns across vehicles.
• Consider auto-reminders based on last completed maintenance date.

Maintenance History

Every change in a maintenance record (status, note, cost) is logged. This provides:

• Traceability across time
• Proof of expenditure
• Assurance for stakeholders
• Foundation for predictive maintenance planning

Final Notes

• Vehicle maintenance is a critical compliance workflow.
• Status transitions are linear and enforced to avoid accidental misuse.
• The vehicle is only assignable after exiting maintenance.
• Use Maintenance History to enhance reliability and data-backed planning.